Privacy Policy

EZE Medical Billing Services (“EZE Medical Billing Services”, “we”, “us”, or “our”) respects your privacy and is committed to protecting the information you share with us. This Privacy Policy explains what information we collect through our website at https://ezemedbills.com, how we use it, who we share it with, and the choices available to you.

By using this website or submitting any form on it, you agree to the practices described in this Privacy Policy. If you do not agree with this policy, please do not use our website.

1. Who We Are

EZE Medical Billing Services is a medical billing and Revenue Cycle Management company based in Albuquerque, New Mexico. We provide billing, coding, credentialing, licensing, document management, and related administrative services to physicians, clinics, hospitals, DMEPOS suppliers, behavioral health providers, and other healthcare organizations across New Mexico and the United States.

Registered Address: 11100 Apache Avenue NE, Albuquerque, NM 87112, USA Email: info@ezemedbills.com Phone: +1 505-903-2759

2. Scope of This Policy

This Privacy Policy covers two different categories of information, and it is important to understand the difference between them.

a) Website information. Information collected from visitors of https://ezemedbills.com, such as details submitted through our consultation forms, newsletter signup, or gathered automatically by cookies and analytics tools. This information is governed by this Privacy Policy.

b) Protected Health Information (PHI). Patient information that we access or process on behalf of our healthcare clients while performing billing services. This information is governed by the Health Insurance Portability and Accountability Act (HIPAA), the HITECH Act, and the Business Associate Agreement (BAA) signed with each client, not by this website policy. Section 6 explains how we handle PHI.

If you are a patient and have a question about how your health information is used, please contact your healthcare provider directly, because your provider is the covered entity responsible for your medical records.

3. Information We Collect

3.1 Information You Provide to Us

We collect information that you voluntarily submit, including:

• Full name
• Practice or organization name
• Email address
• Phone number
• Practice specialty, size, or location, when you choose to share it
• Message content, questions, or billing details you include in a form or email
• Any documents or files you send to us for review, such as billing reports or audit samples

We collect this information through our consultation request form, free billing audit form, contact page, newsletter subscription, email, phone calls, and messages sent through our Instagram or LinkedIn pages.

Please do not submit patient names, medical record numbers, dates of birth, insurance ID numbers, or any other Protected Health Information through our website forms or through social media. Website forms are intended for business inquiries only. If you need to share PHI with us for onboarding or audit purposes, contact us and we will provide a secure, encrypted transfer method after the appropriate agreements are in place.

3.2 Information Collected Automatically

When you visit our website, certain information is collected automatically by our servers and analytics tools:

• IP address and approximate geographic location
• Browser type, version, and language
• Device type and operating system
• Pages viewed, time spent on each page, and click activity
• Referring website or search term that brought you to our site
• Date and time of your visit

This information is aggregated and used to understand site performance and visitor behaviour. It is not used to identify you personally.

3.3 Cookies and Similar Technologies

Our website uses cookies and similar tracking technologies. Cookies are small text files stored on your device that help the site function and help us understand how it is used.

We use the following categories:

• Essential cookies: required for basic site functions such as page navigation, form submission, and security.
• Analytics cookies: used by services such as Google Analytics to measure traffic, sessions, and page performance.
• Marketing cookies: used by advertising platforms such as Google Ads or Meta to measure campaign results and show relevant ads.
• Functional cookies: remember preferences such as language or previously entered form details.

You can control or delete cookies through your browser settings at any time. Blocking certain cookies may affect how parts of the website function.

4. How We Use Your Information

We use the information described above for the following purposes:

• To respond to your consultation, audit, or service enquiry
• To prepare and send proposals, pricing, and cost benefit analyses
• To provide, manage, and improve our billing and RCM services
• To send service updates, newsletters, and billing related tips where you have subscribed
• To improve website content, structure, and user experience
• To measure the performance of our marketing campaigns
• To detect, prevent, and address technical issues, fraud, or misuse
• To comply with applicable legal, regulatory, and contractual obligations

We do not use website enquiry information for any purpose that is unrelated to the request you submitted.

5. Legal Basis and Consent

We process your information on the basis of your consent when you submit a form or subscribe to our newsletter, on the basis of legitimate business interest when we operate and improve our website and services, on the basis of contract performance when we deliver services to a client, and on the basis of legal obligation where a law or regulation requires it.

6. HIPAA Compliance and Protected Health Information

EZE Medical Billing Services acts as a Business Associate under HIPAA when providing billing and revenue cycle services to healthcare providers. Our commitments include the following:

• We sign a Business Associate Agreement (BAA) with every client before accessing any PHI.
• We use encrypted transmission channels and secure, access controlled storage for all PHI.
• We apply the minimum necessary standard, meaning our team accesses only the information required to complete a specific billing task.
• Access to PHI is restricted by role and protected by unique user credentials and access logging.
• All team members complete HIPAA training and are bound by confidentiality obligations.
• We never sell, rent, or use PHI for marketing purposes.
• We disclose PHI only to payers, clearinghouses, and authorised parties as required to process claims, or as required by law.
• In the event of a breach involving unsecured PHI, we notify the affected client without unreasonable delay and in accordance with the timelines set out in the HIPAA Breach Notification Rule.

7. How We Share Information

We do not sell, rent, or trade your personal information. We share information only in the following situations:

• Service providers. Trusted vendors who support our operations, such as website hosting, email delivery, CRM systems, analytics providers, and billing software platforms. These vendors are permitted to use the information only to perform services for us and are bound by confidentiality obligations. Vendors with access to PHI operate under a signed BAA.
• Payers and clearinghouses. For claim submission, follow up, appeals, and payment posting on behalf of our clients.
• Legal and regulatory requirements. Where disclosure is required by law, court order, subpoena, or a government or regulatory authority.
• Protection of rights. Where disclosure is necessary to protect our rights, safety, property, or to investigate suspected fraud or a security incident.
• Business transfer. In connection with a merger, acquisition, financing, or sale of assets, in which case the receiving party remains bound by protections at least as strong as those in this policy.

8. Data Security

We use administrative, technical, and physical safeguards to protect the information in our care, including SSL encryption on our website, encrypted data transmission, access controls, secure storage systems, firewalls, and routine security reviews.

No method of transmission over the internet or electronic storage is completely secure. While we work to protect your information using industry accepted practices, we cannot guarantee absolute security.

9. Data Retention

We retain personal information only for as long as it is needed for the purpose it was collected, or for as long as required by law, professional standards, or our contractual obligations.

Website enquiry details are generally retained for up to twenty four months from the last contact unless you request earlier deletion. Client records and PHI are retained in accordance with HIPAA requirements, state law, and the terms of the applicable Business Associate Agreement, and are returned or securely destroyed at the end of the engagement where required.

10. Your Rights and Choices

Depending on where you live, you may have some or all of the following rights:

• Request access to the personal information we hold about you
• Request correction of inaccurate or incomplete information
• Request deletion of your personal information, subject to legal and contractual retention obligations
• Withdraw your consent to marketing communications at any time
• Object to or restrict certain types of processing
• Request a copy of your information in a portable format
• Opt out of the sale or sharing of personal information. We do not sell personal information.

To exercise any of these rights, email us at info@ezemedbills.com with the subject line “Privacy Request”. We may need to verify your identity before acting on the request, and we will respond within the timeframe required by applicable law.

Patients requesting access to medical or billing records should contact their healthcare provider directly, since the provider holds the designated record set.

11. Marketing Communications

If you subscribe to our newsletter or agree to receive updates, we may send you billing tips, service updates, and company news. Every marketing email includes an unsubscribe link. You can also email info@ezemedbills.com to be removed from our list. Unsubscribing from marketing does not stop transactional or service related messages tied to an active engagement.

If you provide your phone number, you consent to being contacted by phone, SMS, or WhatsApp regarding your enquiry. Message and data rates may apply. You may opt out at any time by replying STOP or by telling our team.

12. Third Party Websites and Links

Our website contains links to third party websites, including our Instagram and LinkedIn profiles, payer sites, and software partner pages. We are not responsible for the privacy practices or content of those websites. We encourage you to read the privacy policy of any third party site you visit.

13. Analytics and Advertising Tools

We use Google Analytics and may use advertising and conversion tracking tools provided by Google, Meta, LinkedIn, and similar platforms. These services use cookies and identifiers to measure website traffic and campaign performance. You can opt out of Google Analytics using the Google Analytics Opt Out Browser Add on available at https://tools.google.com/dlpage/gaoptout.

14. Do Not Track

Some browsers offer a Do Not Track signal. There is currently no accepted industry standard for responding to these signals, so our website does not respond to them differently. You can still manage tracking through your browser cookie settings.

15. Children’s Privacy

Our website and services are intended for healthcare professionals and business users. We do not knowingly collect personal information from children under the age of thirteen through this website. If you believe a child has provided us with personal information, please contact us and we will delete it promptly. This does not apply to pediatric patient information processed under a Business Associate Agreement, which is handled under HIPAA.

16. Visitors Outside the United States

Our services are operated from the United States and our servers are located in the United States. If you access our website from outside the United States, you understand that your information will be transferred to and processed in the United States, where data protection laws may differ from those in your country.

17. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. The revised version will be posted on this page with an updated “Last Updated” date. Significant changes will be highlighted on our website. Continued use of the site after an update means you accept the revised policy.

18. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or the way your information is handled, contact us:

EZE Medical Billing Services 11100 Apache Avenue NE, Albuquerque, NM 87112, USA Email: info@ezemedbills.com Phone: +1 505-903-2759 Website: https://ezemedbills.com

For HIPAA related questions, please mark your message for the attention of our Privacy Officer.